An unanswered quote may be waiting on a project date, a product substitution, an internal approval, or a question your team missed. Recovering the opportunity starts by identifying which one.
This is a proposed workflow to configure and test with your business. It does not assume that Dots already has access to your sales systems.
Give every open quote a next action
Define the result, the records the agent should use, and who owns the decisions. Keep the opportunity state in a shared tracker your team can inspect, with stable IDs, current sources, and the next action.
Prepare the information Dots needs
Quote records
Quote ID, version, products or scope, price, expiry date, customer, and assigned owner.
Conversation history
The buyer’s questions, promised response date, changes in requirements, and prior follow-ups.
Fulfillment information
Current stock, lead times, approved substitutions, and service capacity.
Decision rules
Discount authority, quote renewal policy, follow-up limits, and closed or excluded accounts.
Verify app access before assigning work. Configure recurring tasks explicitly. Define action permissions before sending or changing records.
If a needed connection is unavailable, use an approved export for research and draft preparation. Keep source timestamps visible and require a current system check before an action depends on price, availability, or status.
Build the agentic workflow
1. Reconcile the queue
Remove accepted, declined, expired, and duplicate records from routine follow-up. Keep historical versions so the agent knows which offer the buyer received.
2. Classify the blocker
Use the conversation to identify a known reason for delay. If there is no evidence, mark it unknown and prepare a simple question.
3. Refresh the offer facts
Check price validity, stock, and lead times before referencing them. Ask staff to reissue the quote when the underlying offer has changed.
4. Choose the next response
A project delay may need a future reminder; missing dimensions need a question; a stock issue may need a verified alternative. Match the response to the blocker.
5. Record the outcome
Update the quote state after a reply or order. Capture the reason for a loss and stop follow-ups after acceptance, decline, or a request not to be contacted.
A worked example
Illustrative scenario; this is not a reported customer result.
A customer says installation has moved back a month. Dots records the new timing and proposes a later check-in. When that date arrives, it checks whether the original quote is still valid before preparing a message.
A starter instruction for your dot
Review our open quotes and prepare a prioritized follow-up queue. Use the latest quote version and customer conversation. Identify the evidence for each next action. Check validity before repeating prices or availability.
Draft messages for review, stop on a recorded decision, and escalate substitutions or discounts outside our approved rules.
For a repeating check, add a time, time zone, end date, and where results should arrive. Ask for confirmation that the schedule was saved. Define which exceptions deserve a notification and when the workflow should stop.
Measure the commercial result
Track quote acceptance, gross profit, time to decision, reasons for loss, and follow-up effort. Compare similar quote groups where possible; an order arriving after a reminder is not proof the reminder caused it.
Keep the handoff clear
Prevent two staff members or automations from contacting the same buyer at once. Store the owner, last action, and pending send against the quote ID, and reconcile with the order system before sending again.
Begin with a small, reviewable pilot. Inspect the records and actual outcomes before expanding its scope. Give the agent enough authority to complete the agreed work, with clear ownership of exceptions.
Talk to Looski about this workflow. We can help map the data, integrations, decisions, and measurement before implementation.
Frequently asked questions
How often should Dots follow up on a quote?
Use the buyer’s timing, quote validity, and your contact policy. A fixed repeated message is less useful than a next action based on the conversation and a clear stop condition.
Can Dots offer a discount to close a quote?
Only within specifically authorized pricing rules and supported tools. Start by identifying the objection; timing or missing information may be the issue rather than price.